THE CORPORATION OF THE TOWNSHIP OF WELLINGTON NORTH MEETING AGENDA OF COUNCIL; PUBLIC MEETING OCTOBER 23, 7:00 P.M. CLOSED 6:30 P.

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1 CALLING TO ORDER - Mayor Lennox ADOPTION OF THE AGENDA THE CORPORATION OF THE TOWNSHIP OF WELLINGTON NORTH MEETING AGENDA OF COUNCIL; PUBLIC MEETING OCTOBER 23, 7:00 P.M. CLOSED 6:30 P.M. MUNICIPAL OFFICE COUNCIL CHAMBERS, KENILWORTH DISCLOSURE OF PECUNIARY INTEREST CLOSED MEETING SESSION (starts ½ hour earlier than Council Meeting) The meeting is closed pursuant to Section 239 (2) of the Municipal Act, 2001, specifically (b) personal matters about an identifiable individual, including municipal or local board employees PAGE NUMBER 1. REPORTS a) Report CAO Personal Issue 2. REVIEW OF CLOSED SESSION MINUTES September 11, 2017 O CANADA PRESENTATIONS a. Presentation of Congratulatory Certificates to Fall Fair Ambassadors: Rachel Smyth, Arthur Fall Fair Ambassador Larissa Lamont, Mount Forest Fall Fair Ambassador Olivia Wenger, Mount Forest Junior Ambassador Riley Wake, Mount Forest Prince of the Fair Aaliah Heffernan, Mount Forest Little Miss Sweetheart Silas Sikkema, Mount Forest Prince Charming b. OCWA Arthur WWTP update (presentation to be tabled at meeting) RECESS TO MOVE INTO PUBLIC MEETING PUBLIC MEETING UNDER THE PLANNING ACT Wright, Lloyd, Stuart and Mark Minor Variance RESUME REGULAR MEETING OF COUNCIL ADOPTION OF MINUTES OF COUNCIL Council Meeting of October 10, BUSINESS ARISING a. Municipality of Killarney, support requested for resolution number regarding changes to the Ambulance Act and Fire Protection & Prevention Act DEPUTATIONS ITEMS FOR CONSIDERATION 1. MINUTES a. Maitland Valley Conservation Authority, Board of Directors Meeting #8/17, July 19,

2 Business: Reports, recommendations, correspondence for direction 2. PLANNING a. Planning Report from Curtis Marshall, Senior Planner - County of Wellington, dated October 18, 2017, regarding Part Lot Control Exemption Application Sabrina Homes 3. FIRE Council agenda October 23, 2017 Page 2 of 3 a. Report FIRE Tender One Triple Combination Pumper/Rescue Mount Forest Fire Station 4. RECREATION a. REC , from Mark MacKenzie, Facility Manager, Mount Forest & District Sports Complex, regarding ice plant shutdowns September 23 & 24, FINANCE a. TR being a report on Reserves and Reserve Fund Balances as at September 30, 2017 b. September 30, 2017 Financial Summary Report and Notes 029 c. Cheque Distribution Report dated October 16, PUBLIC WORKS a. Report PW MTO Connecting Link Program Application 036 b. Report PW Parkside Drive ADMINISTRATION a. Municipality of East Ferris, request for support of letter regarding proposed tax rules 044 b. Township of Montague, request for support of resolution regarding Bill c. Kyle Davis, Risk Management Official, report regarding Risk Management Inspector and Risk Management Official Appointment (Alternate) d. Report CLK being a report on Consent Application B (Checkley) known as Part Lot 26, Concession 5, formerly Township of Arthur, now the Township of Wellington North IDENTIFICATION OF ITEMS REQUIRING SEPARATE DISCUSSION ADOPTION OF ALL ITEMS NOT REQUIRING SEPARATE DISCUSSION CONSIDERATION OF ITEMS IDENTIFIED FOR SEPARATE DISCUSSION AND ADOPTION NOTICE OF MOTION COMMUNITY GROUP MEETING PROGRAM REPORT BY-LAWS a. By-law Number being a by-law to exempt lands from Part Lot Control (Sabrina Homes) CONFIRMATORY BY-LAW NUMBER ADJOURNMENT

3 Council agenda October 23, 2017 Page 3 of 3 M E E T I N G S, N O T I C E S, A N N O U N C E M E N T S October 27, 2017 Youth Action Council Hunted Trail at Murphy s Park 5:00 p.m. to 10:00 p.m. November 6, 2017 Regular Council Meeting 2:00 p.m. November 11, 2017 November 11, 2017 November 13, 2017 Remembrance Day Parades Arthur and Mount Forest Remembrance Day Services Arthur and Mount Forest Cenotaphs Office Closed for Remembrance Day 10:30 a.m. 11:00 a.m. November 20, 2017 Regular Council Meeting 7:00 p.m. The following accessibility services can be made available to residents upon request with two weeks notice: Sign Language Services Canadian Hearing Society Kitchener location TTY: Documents in alternate forms CNIB

4 THE CORPORATION OF THE TOWNSHIP OF WELLINGTON NORTH MINUTES OF COUNCIL OCTOBER 10, 7:00 P.M. 001 The meeting was held in the Municipal Office Council Chambers, Kenilworth. Members Present: Mayor: Andrew Lennox Councillors: Sherry Burke Lisa Hern Steve McCabe Dan Yake Staff Present: CAO: Michael Givens Director of Legislative Services/Clerk: Karren Wallace Interim Director of Public Works: Derek McCaughan Economic Development Officer: Dale Small Fire Chief: David Guilbault Human Resources Manager: Chanda Riggi CALLING TO ORDER Mayor Lennox called the meeting to order ADOPTION OF THE AGENDA Resolution Moved: Councillor Burke Seconded: Councillor McCabe THAT the Agenda for the October 10, 2017 Regular Meeting of Council be accepted and passed. CARRIED DISCLOSURE OF PECUNIARY INTEREST None O CANADA PRESENTATIONS Kate Rowley, Lynes Blacksmith Shop Planning Committee Update on the Lynes Blacksmith Shop Ms. Rowley appeared before Council to provide an update on activities at the Lynes Blacksmith Shop. She reported there were over 300 visitors to the shop during the Doors Open Event.

5 ADOPTION OF MINUTES OF COUNCIL / PUBLIC MEETING(S) Council Minutes October 10, 2017 Page 2 of 5 Resolution Moved: Councillor Burke Seconded: Councillor McCabe THAT the minutes Court of Revision Bruce Eden Drain, Court of Revision Eden Culp Drain, Court of Revision Rhame Drain, Public Meeting and Council Meeting held on September 25, 2017 be adopted as circulated CARRIED BUSINESS ARISING The Mayor advised he has requested a report from the County of Wellington on their first responder s strategy in dealing with the opiod crisis in a co-ordinated fashion (police, ambulance and first responders) which he will share when available. IDENTIFICATION OF ITEMS REQUIRING SEPARATE DISCUSSION Items 1a, 1c, 2a, 4a, 5a, 6a, 6e ADOPTION OF ALL ITEMS NOT REQUIRING SEPARATE DISCUSSION 002 Resolution Moved: Councillor Burke Seconded: Councillor McCabe THAT all items listed under Items for Consideration on the October 10, 2017 Council agenda, with the exception of those items identified for separate discussion, be approved and the recommendations therein be adopted: 1. MINUTES a. Saugeen Valley Conservation Authority, Authority Meeting Minutes, July 18, 2017 be received. b. Recreation & Culture Committee Minutes, September 13, 2017be received. 3. FINANCE a. Cheque Distribution Report dated October 2, 2017 be received. 6. ADMINISTRATION c. Report CAO extension of external auditing services be received for information; AND FURTHER THAT the Council of the Township of Wellington North supports the recommendations of the CAO and Director of Finance to extend the appoint of RLB LLP as the Township Auditor for the fiscal years 2017 and 2018; AND FURTHER THAT Council directs staff to prepare the necessary Auditor Appointment By-law per section 296 of the Municipal Act (S.O. 2001) to be presented at the next scheduled meeting of Council. d. Report CLK being a report on Consent Application B (Gouveia) AND FURTHER THAT the Council of the Township of Wellington North supports consent application for severance for B117/17 with the following conditions: Satisfy all the requirements of the local municipality, financial and otherwise including taxes

6 Council Minutes October 10, 2017 Page 3 of 5 Clearance fee as per the fees and charges by-law ($ in 2017) That the applicant execute an agreement on Share of Assessments for Drainage That the frame barn be removed and the area leveled and graded to the satisfaction of the Township of Wellington North; That the silo and grain bins be removed and the area leveled and graded to the satisfaction of the Township of Wellington North; That the applicant receive zoning relief for the oversized accessory structure (driving shed); That the proposed building setbacks for the driving shed be provided to the Township of Wellington North to confirm zoning compliance. CARRIED CONSIDERATION OF ITEMS IDENTIFIED FOR SEPARATE DISCUSSION 003 Resolution Moved: Councillor Yake Seconded: Councillor Hern THAT the Council of the Corporation of the Township of Wellington North receive the minutes of the Wellington North Cultural Roundtable meeting held on September 21, CARRIED Resolution Moved: Councillor Burke Seconded: Councillor McCabe THAT the Council of the Corporation of the Township of Wellington North receive the Wellington North Fire Service Communiqué #047, September CARRIED Resolution Moved: Councillor Burke Seconded: Councillor McCabe THAT the Council of the Corporation of the Township of Wellington North receive for information Report EDO , dated October 10 th, 2017, with regards to the Community Growth Plan. CARRIED Resolution Moved: Councillor Yake Seconded: Councillor Hern THAT the Council of the Corporation of the Township of Wellington North receive Report PW being a report on the 2018 MTO Connecting Link Program; AND FURTHER THAT the Council of the Township of Wellington North direct staff to proceed to develop an MTO Connecting Link Application for the resurfacing of George/Smith Street in Arthur and Queen Street West in Mt. Forest. CARRIED

7 Council Minutes October 10, 2017 Page 4 of 5 Council was supportive of the Municipality of Killarney resolution regarding changes to the Ambulance Act and Fire Protection & Prevention Act and direction was given to staff to: prepare a report regarding those changes for a future Council meeting and prepare a resolution of support of the Killarney resolution for the October 23, 2017 agenda. Resolution Moved: Councillor McCabe Seconded: Councillor Burke THAT the Council of the Corporation of the Township of Wellington North declare November 11, 2017 as Remembrance Day and grant permission to the Royal Canadian Legions, Arthur and Mount Forest for the distribution of poppies within Wellington North. CARRIED Resolution Moved: Councillor McCabe Seconded: Councillor Burke THAT the Council of the Corporation of the Township of Wellington North receive Report CLK being a report on Mount Forest Cemetery By-law; AND FURTHER THAT the Mayor and Clerk be authorized to sign the cemetery by-law. CARRIED NOTICE OF MOTION No notice of motion tabled. COMMUNITY GROUP MEETING PROGRAM REPORT Councillor McCabe announced the SVCA has produced a draft 2018, but it is still a work in progress. BY-LAWS 004 Resolution Moved: Councillor McCabe Seconded: Councillor Burke THAT By-law Number being a by-law of the Corporation of the Township of Wellington North to provide for drainage works in the Township of Wellington North for Culp Eden Drain be read a Third time and enacted. CARRIED Resolution Moved: Councillor Hern Seconded: Councillor Yake THAT By-law Number being a by-law of the Corporation of the Township of Wellington North to provide for drainage works in the Township of Wellington North for Rhame Drain be read a Third time and enacted. CARRIED

8 Council Minutes October 10, 2017 Page 5 of 5 Resolution Moved: Councillor Yake Seconded: Councillor Hern THAT By-law Number being a by-law of the Corporation of the Township of Wellington North to provide for drainage works in the Township of Wellington North for Bruce Eden Drain be read a Third time and enacted. CARRIED Resolution Moved: Councillor Hern Seconded: Councillor Yake THAT By-law Number being a by-law to control the cemetery owned by The Corporation of the Township of Wellington North be read a First, Second and Third time and enacted. CARRIED CONFIRMATORY BY-LAW Resolution Moved: Councillor Yake Seconded: Councillor Hern THAT By-law Number being a By-law to Confirm the Proceedings of the Council of the Corporation of the Township of Wellington North at its Regular Meeting held on October 10, 2017 be read a First, Second and Third time and enacted. CARRIED ADJOURNMENT Resolution Moved: Councillor Hern Seconded: Councillor Yake THAT the Regular Council meeting of October 10, 2017 be adjourned at 3:08 p.m. CARRIED 005 CLERK MAYOR

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20 017 PLANNING REPORT for the TOWNSHIP OF WELLINGTON NORTH Prepared by the County of Wellington Planning and Development Department DATE: October 18, 2017 TO: Mayor and Council Township of Wellington North FROM: Curtis Marshall, Senior Planner County of Wellington SUBJECT: Owner: Sabrina Homes Property: Part Park Lot 8 s/s Smith St., Crown Survey, Arthur Village, designated as Parts 1 18 (both inclusive), (both inclusive) and (both inclusive) on 61R20307, t/w with an undivided common interest in Wellington Common Elements Condominium Plan No. 203, Wellington North (Arthur) Part Lot Control Exemption Application The purpose of this proposed part lot control exemption is to allow for the conveyance of 22 lots (townhouse units) within the Farz/Preston townhouse development off of Preston Street South in Arthur. A Part Lot Control Exemption By law was approved in June 2014 for the 45 unit freehold townhouse development. The By law expired after three years in June The developer has requested that another Part Lot Control Exemption By law be approved to allow for the conveyance of 22 remaining lots. The subject land is designated Residential in the Official Plan and is zoned Residential (R3 28) with a site specific exception. The division of land is consistent with Provincial Policy and would conform to the applicable policies of the County Official Plan. The lot areas and lot frontages for the 22 lots (freehold townhouse units) are in compliance with the zoning by law requirements for street townhouses. The full description of the parcels and corresponding by law is listed on the agenda for Council s consideration. Once the By law is approved by Council it will be forwarded to the County for registration. Attached is an overview of Part Lot Control Exemption for Councils information. Respectfully submitted County of Wellington Planning and Development Department Curtis Marshall, MCIP, RPP Senior Planner

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22 Sideroad 7 W, PO Box 125, Kenilworth, ON N0G 2E FAX TO: MAYOR AND MEMBERS OF COUNCIL MEETING OF OCTOBER 23, 2017 FROM: DAVID GUILBAULT, FIRE CHIEF SUBJECT: REPORT FIRE Tender One Triple Combination Pumper/Rescue Mount Forest Fire Station RECOMMENDATION THAT Report Fire being a report to award Tender One Triple Combination Pumper/Rescue be received; AND FURTHER THAT the Council of the Township of Wellington North award Tender One Triple Combination Pumper/Rescue to Camions Carl Thibault Inc. (Pierreville, Quebec) at a cost of $ including HST. PREVIOUS REPORTS PERTINENT TO THIS MATTER NA BACKGROUND Per the 2017 Capital Budget, Tender was let for the purcase of One Triple Combination Pumper/Rescue. A Triple Combination Pumper/Rescue is defined as a fire apparatus that incorporates three distinct components, namely pump, water tank and hose body. These vehicles are commonly called Pumpers, Pumper/Tankers or Pumper /Rescues. The Wellington North Fire Service is purchasing a Pumper/Rescue as we have

23 eliminated rescues from our fleet and combining two vehicles into one. This is a common practice in the fire service today. The vehicle will be stationed at the Mount Forest Fire Station. It is replacing 1992 Pumper which has exceeded it s 25 year life expectancy. Captain Curtis Murphy with the assistance of the Fire Chief prepared the Pumper/Truck specifications. The specifications are in excess of one hundred and forty pages. They are detailed and precise, as to ensure that we receive the appropriate vehicle to meet our needs today and into the future. The Pumper/Rescue will meet all requirements of NFPA 1901 with a planned life expectancy of twenty five years. The Tender was issued on July 28 th, 2017.The tender closed Friday, September 29 th, The Township received 5 bids and are summarized as follows: 020 Bidder Bid Amount (excluding HST) Metalfab (Carrier Centres Emergency Veh s.) $652, ResQtech Systems Inc. $648, Dependable Emergency Vehicle $599, Fort Garry Fire Trucks $590, Camions Carl Thibault Inc. $555, We have reviewed the Tender documents and specifications from Camion Carl Thibault and are satisfied with the bid. FINANCIAL CONSIDERATIONS The approved budget for this project is $575, The $565, to purchase this vehicle will be funded from The Fire Capital Reserve Fund. This project is $9, under budget which will be returned to the Fire Capital Reserve Fund. The 1992 Pumper can be sold or donated to Firefighters Without Borders who can provide the Fire Service of a developing nation the ability to effectively provide a higher level of emergency response. There is no cost to the WNFS to ship or transport this vehicle. This is all arranged through Firefighters Without Borders. The 1992 Pumper truck has an estimated value of approximately $ This amount can be placed in the Fire Capital Reserve Fund as well. With the purchase a Pumper/Rescue, there is a future Capital cost avoidance of $500, as a Rescue truck is no longer required. 2

24 021 STRATEGIC PLAN Do the report s recommendations advance the Strategy s implementation? X Yes No N/A Which pillars does this report support? X Community Growth Plan Human Resource Plan Brand and Identity Strategic Partnerships X Community Service Review Corporate Communication Plan X Positive Healthy Work Environment PREPARED BY: RECOMMENDED BY: Michael Givens, CAO DAVID E. GUILBAULT Schedule FIRE CHIEF A BM Ross Letter MICHAEL GIVENS CHIEF ADMINISTRATIVE OFFICER

25 Sideroad 7 W, PO Box 125, Kenilworth, ON N0G 2E FAX TO: FROM: MAYOR AND MEMBERS OF COUNCIL MEETING OF OCTOBER 23, 2017 Mark MacKenzie, Fac.Mgr.Mount Forest & District Sports Complex SUBJECT: Report REC on ice plant shutdowns Sept 23 & 24/17 RECOMMENDATION THAT Report REC being a report on Ice Plant Shutdowns at the Mount Forest & District Sports Complex be received for information; AND FURTHER THAT the Council of the Township of Wellington North supports the Recreation Department in proceeding with the below recommendations- 1. Request CIMCO reps to attend the Nov 7 Rec Comm meeting to discuss the options and costs for ice plant upgrades to mitigate future ice plant shutdowns on hot weather days; 2. The Director of Recreation and the Facility Manager recruit the services of an independent refrigeration expert to offer another expert opinion;($6750.) 3. That the Recreation Department arrange ORFA training for specific part-time staff to focus on ice maintenance, refrigeration and C.I.T. accreditation;. 4. That the Recreation Department develop an ice plant orientation/training package that is a mandatory requirement for all new Facility Operators to be administered by the Facility Managers. AND FURTHER THAT the Director of Recreation and Facility Manager will provide a collaborative report at a future Recreation Committee meeting on the progress of items 1 through 4 above.

26 023 PREVIOUS REPORTS PERTINENT TO THIS MATTER - to Supervisor and Rec Comm on many occasions. - upgrades to ice plant quotes & options sent to Supervisor on site meetings with CIMCO reps BACKGROUND - Since our ice plant has experienced many shutdowns due to high head pressure and temps during the first few months of startup. The traditional start for ice rentals is the second week of Sept. unless requests for early ice are approved per the endorsed Township policy. - This refrigeration package that included the Eco-Chill system was presented to Council for approval after many meetings with CIMCO, Deimert Architects, Bye Construction and Rec Comm. The facility was designed with capabilities to expand if needed. Section 1.0 of their proposal reads our ice plant will make and hold good ice year round. This has not been the case. Like many seasonal arenas, they have their own specs for their specific facilities and needs. Not all are alike. - We have had more than our share of shutdowns due to mechanical and hot weather issues. Note, CIMCO response has been that our current cooling tower and heat exchanger do not have capacity to maintain the required temperature range for operation during hot weather days..in 2010 & 2011 the Rec Comm met with CIMCO reps to discuss our concerns. Upgrades were suggested. This particular shutdown: On Sept 23 I was called by 545pm as the plant shutdown and ice temp was 27 and climbing. Instructed staff on how to restart the compressors. If this attempt failed, then call CIMCO for further direction. By 645 the plant was backup and running and ice temp slowly dropping. Staff were instructed to use cold water for flooding. No cancellations that nite. On Sept 24 I was called by 1250pm as the plant shutdown. Ice had rose to 29 and getting soft. Skaters cutting into the logos due to thin ice caused by inexperienced operators. I instructed staff over phone how to restart compressors and use cold water for flooding. Plant backup and running by 135. Patriots were asked not to skate on ice until the flood water had frozen but they disregarded this. Being out of town, I 235. The ice temp was 29 and inside air temp was 64 outside was 90. After a discussion with referees and team officials the game was stopped during the 3 rd period due to unsafe ice. It took until 7pm until the ice dropped to 25 and started to tighten-up. All ice rentals cancelled until further notice. I assisted staff to rebuild ice that evening and the next day. Rentals resumed on the 26 th. Staff receive in-house training but still have limited skills and knowledge during emergency situations. CIMCO will prepare written direction for troubleshooting for certain ice plant shutdowns and staff have received ice maintenance procedures to follow.

27 In December of 2016 recreation staff consulted with CIMCO Refridgeration on options to consider that would mitigate the impacts of high temperatures. CIMCO PRESENTED OPTIONS- Option 1 Closed Circuit Fluid Cooler ($175,000 - $240,000) This is the most effective and optimal solution but it s also the most expensive. The idea here is to increase the Ammonia/Glycol plate heat exchanger and completely eliminate the Glycol/Water plate. The Glycol will directly feed a closed circuit fluid cooler but will likely require structural reinforcements as these fluid coolers are much larger and heavier compared to the cooling tower. 2. The advantage of a closed circuit fluid cooler is you completely eliminate a heat exchanger which; a) will increase the overall efficiency. A specific temperature change is required to properly transfer the heat from plate to plate, by eliminating a plate will require less temperature change and in turn increase its efficiency. b) will reduce the cost of maintenance. Less one (1) heat exchanger to re-gasket. 3. The other advantage is the cost to expand the Glycol/Water plate will be put towards the closed circuit fluid cooler. 4. The cost of the structural platform is the big unknown but it would need to include a structural engineer. Option 2 Plate Heat Exchanger Plate Expansion + Cooling Tower Replacement ($150,000 - $175,000) 1. This option encompasses the plate expansions along with the cooling tower replacement. Option 3 Plate Heat Exchanger Plate Expansion ($40,000 $48,000) 1. After running through a few selections with Alfa Laval we are able to expand the plates for both the Ammonia/Glycol plate and the Glycol/Water plate. This plate expansion can add an additional 460 MBH to the total heat of rejection. 2. Install a 3-way motorized valve for heat recovery. 3. This option does not include the replacement of the cooling tower for the following reasons: a) If the municipality does not have enough funds to replace the cooling tower at the same time it could be replaced in the future when funds become available. Adding plates will increase the overall surface area and may help with the head pressure issues without the need for a new cooling tower. We would need to evaluate after a year operation and determine if replacing the cooling tower is necessary. - There is no known funding for ice plant upgrades. Township Budget consideration will be required if any of the above referenced options are to proceed. - FINANCIAL CONSIDERATIONS

28 Accounts Description Budget Actual Budget Actual Budget Current Yr to Date Training Expenses Rec - Admin/Seminars/Training $ 2, $ $ 2, $ 1, $ 2, $ Rec - Pool - Seminars/Training $ $ - $ $ - $ $ CC - Arena Seminars/Training $ 1, $ - $ 1, $ $ 1, $ Rec - Admin Seminars/Training $ 2, $ $ 2, $ 1, $ 2, $ Rec - Pool - Seminars/Training $ 1, $ - $ 1, $ - $ 1, $ Rec - Fitness Conference/Training $ $ - $ $ - $ $ - TOTALS $ 7, $ 1, $ 7, $ 3, $ 7, $ STRATEGIC PLAN Do the report s recommendations advance the Strategy s implementation? Yes No N/A Community Growth Plan Human Resource Plan Brand and Identity Strategic Partnerships Community Service Review Corporate Communication Plan Positive Healthy Work Environment Ice users have a realistic expectation to be provided with safe and uninterrupted access to the arena after the traditional ice rental date and throughout the season. The ability to provide summer ice (June, July, August) may increase rentals and may become an expectation with the proposed demographic and growth changes coming. PREPARED BY: Mark MacKenzie, Fac Mgr RECOMMENDED BY: Michael Givens, CAO MICHAEL GIVENS CHIEF ADMINISTRATIVE OFFICER

29 Sideroad 7 W, PO Box 125, Kenilworth, ON N0G 2E FAX TO: MAYOR AND MEMBERS OF COUNCIL MEETING OF OCTOBER 23, 2017 FROM: KIMBERLY HENDERSON, DIRECTOR OF FINANCE / TREASURER SUBJECT: REPORT TR BEING A REPORT ON RESERVES AND RESERVE FUND BALANCES AS AT SEPTEMBER 30, 2017 THAT Report TR being a report on Reserve and Reserve Fund Balances as at September 30, 2017 be received for information; N/A PREVIOUS REPORTS PERTINENT TO THIS MATTER Reserves and reserve funds are a critical component of long-term financial planning and are used to maintain a stable financial position, minimize fluctuations in the tax rate and to support future cash requirements. They are funded through annual contributions from the operating budget as well as external sources and are a key funding source for capital infrastructure. Reserves A reserve is an allocation of accumulated net revenue and is governed by Council policies that identify the intended purpose, target balance and funding sources. Reserves are part of the Township s overall revenue fund and are non-interest bearing. Therefore, any interest earned by the Township from the investment of funds in reserves is retained as revenue in the overall operating fund. Reserve Funds BACKGROUND Reserve funds are established to segregate funds that are acquired for a specific purpose as identified through legislation, financial agreements or Council direction. Reserve funds are interest bearning and earnings are applied to each Reserve Fund

30 based on yields earned on the Township s total investment portfolio and cash balances. There are two types of reserve funds as follows: Obligatory Reserve Funds: Funds acquired by the Township for a legislated purpose or for a specifically defined purpose through a financial agreement. Obligatory reserve funds are segregated and created solely for the purpose prescribed for them (i.e. Development Charges, Federal Gas Tax). Discretionary Reserve Funds: Funds segregated from the general revenues of the Township, but are established based on Council direction and used to finance specific future expenditures or to fund specific contingent liabilities (i.e. Sanitary Sewer Reserve Fund). 027 FINANCIAL CONSIDERATIONS Township Reserve and Reserve Fund balances at September 30, 2017 are provided in Schedule A, attached. As can be seen, combined reserve and reserve funds have decreased by $890 thousand during 2017 as more tax levy dollars and increased allocations from reserves and reserve funds were directed towards the 2017 capital program. The combined balance at September 30, 2017 is $17.98 million. The attached reserve and reserve fund schedule will help to support Council decisions during the Township s 2018 budget deliberations. Do the report s recommendations advance the Strategy s implementation? Yes No X N/A Which pillars does this report support? STRATEGIC PLAN Community Growth Plan Human Resource Plan Brand and Identity Strategic Partnerships Community Service Review Corporate Communication Plan Positive Healthy Work Environment PREPARED BY: RECOMMENDED BY: Kimberly Henderson KIMBERLY HENDERSON DIRECTOR OF FINANCE / TREASURER Michael Givens, CAO MICHAEL GIVENS CHIEF ADMINISTRATIVE OFFICER 2

31 Reserves Township of Wellington North 2017 Reserves and Reserve Funds September 30, 2017 Balance Interfund Unbooked Unbooked Balance 31-Dec-16 Interest Additions Reductions Subtotal Loans Additions Commitments 30-Sep Schedule A Working Capital 806,923-25,000 (86,750) 745, ,173 Election 15,000-5,000-20, ,000 Property/Equipment Maintenance 12,545-16,000-28, ,545 Legal Costs 39, , ,328 Southgate Fire Capital Contribution 65,000-13,000 (78,000) Reserve for Equipment - Roads 51, (9,000) 42, ,121 Reserve for Equipment - Water & Sewer 5, , ,512 Reserve for Equipment - Fire 682, (569,600) 113, ,384 Reserve for Equipment - Rec 304, (30,000) 274, ,960 Wellington North Fire 22, , ,000 CBO PI&C Reserve 86,136-9,000-95, ,136 Severance Conditons/Road Upgrades 99, , ,618 Gravel Pit Rehab 180, , ,131 Roads-Infrastructure 448,909-79,482 (187,000) 341,391 (107,758) ,633 [1] Arthur Sewage 406, (331,796) 74, ,917 London Rd Sewer System Ext (Durwin Lantz) 9, , ,965 San Sew-Lifecycle Reserve 4,528, ,100-4,754, , ,862,051 [1] Arthur Water 371, (35,500) 336, ,270 Wellington North Water 1,894, (18,019) 1,876, ,876,873 Water Meter Maintenance 93, , ,435 Wellington North Cemeteries 13,189-11,000 (5,000) 19, ,189 Cemetery Bequests (Estate of Lillie Calder) 6, , ,000 Mount Forest Recreation 9, , ,647 Planning Reserve 81,910-4,125-86, ,035 Farrell Lane Townhouses 5, , ,667 Community Improv. Program 5, , ,675 Wellington North Impost Fees 6, , ,426 Wellington North Gravel Pit Rehab 218,748 1, , ,925 Natural Resources Gravel Pit Rehab 12, , ,224 Arthur Twp Gravel Rehab 1, , ,567 Cemetery Perpetual Care Res. Fund 20, , ,276 Administration Facility Res. Fund 327,164 1,880 22, , ,045 Arthur Works Yard Res. Fund 499,568 2, , ,258 Industrial Commercial Property Res. Fund 1,616,513 8, ,625, ,625,217 Wellington North Fire Res. Fund 159, , ,235 Wellington North Power Debt Repayment 524,917 2, , ,744 Streetlight Reserve Fund 6, ,000-11, ,937 Recreation Pool Facility Res. Fund 32, , ,640 Recreation Facility Reserve Fund 54, , ,911 Arthur Archives Addition Res. Fund 15, , ,484 Sanitary Sewer Reserve Fund 1,010,427 5, ,015, (20,000) 995,868 [2] Waterworks Reserve Fund 799,424 4, , ,729 Federal Gas Tax 469, ,646 (497,000) 154, ,141 Development Charges 2,707,785 16, ,957 (363,409) 3,016, ,016,489 Parkland: Cash-in-Lieu 144, , , ,095 18,874,548 46,692 1,293,310 (2,211,074) 18,003, (20,000) 17,983,476 Notes: [1] Interfund Loans annual payment on interfund loan (Rick Hopkin's Bridge project). Funded from Road's 2016 savings on capital projects. * PW RES2016- $107, [2] Unbooked Commitments: 2017 In-year council reports and resolutions * PW RES2017- $20,000

32 029 Township of Wellington North General Fund Financial Summary Report Budget vs Year-to-Date Actual Ending September 30, Actual vs vs Actuals Budget Budget YTD Variance Actuals 2016 YTD YTD 75% (over)/under % YTD Variance REVENUE Net Taxation (75%) 5,531,764 5,579,027 47, % 5,426,564 (105,200) 2 Fees and Service Charges 4,087,194 3,966,923 (120,271) -3.0% 4,040,131 (47,063) 3 Grants and Subsidies 1,172,565 1,178,175 5, % 1,135,808 (36,757) 4 Trsf from Reserves & Res Funds (75%) 271, ,682 2, % - (271,057) 5 Other Income Penalties and Interest on Taxation 142, ,750 11, % 148,328 6,213 6 Miscellaneous 67,027 81,000 13, % 72,862 5,835 7 Investment Income 133, ,000 (10,329) -8.4% 110,069 (23,260) 8 Rents, Concessions and Franchises 460, ,595 84, % 426,900 (33,688) 9 Donations 20,466 4,200 (16,266) % 29,054 8, ,886,105 11,904,352 18, % 11,389,716 (496,389) EXPENSES Council 80,949 99,097 18, % 62,951 (17,998) 11 Administration 862, ,104 27, % 756,826 (105,884) 12 Property 69,732 95,063 25, % 68,818 (914) 13 Fire Services 516, ,288 41, % 486,203 (30,662) 14 Policing & Crossing Guard Services 31,490 36,529 5, % 32,787 1, Conservation Authority 149, ,863 (37,289) -33.3% 145,865 (3,287) 16 Protective Inspections & Control 186, , % 165,149 (21,346) 17 Animal Control 44,057 32,588 (11,470) -35.2% 19,936 (24,121) 18 Property Standards 8,097 10,634 2, % 14,185 6, Roadways 1,722,311 2,107, , % 1,756,719 34, Street Lighting 114, ,367 60, % 166,918 51, Rural Water 3,090 5,545 2, % 5,283 2, Cemetery 30,825 28,493 (2,332) -8.2% 30,313 (512) 23 Recreation 1,643,697 1,803, , % 1,575,203 (68,494) 24 Planning 23,735 23, % 25,017 1, Economic Development 159, ,724 2, % 155,572 (3,655) 26 Municipal Drains 25,964 58,238 32, % 23,685 (2,279) 27 Sanitary Sewers 1,135,072 1,218,089 83, % 1,220,776 85, Water Works 706, , , % 787,422 80, Transfers to Reserves/Res Funds (75%) 311, , % 1,356,552 1,044,772 Transfers to capital fund (75%) 3,044,955 3,044, % 1,604,250 (1,440,705) 10,871,906 11,904,352 1,032, % 10,460,430 (411,476) SURPLUS/(DEFICIT) 1,014,200 0

33 Township of Wellington North General Fund Financial Summary Budget vs Year to Date Ending September 30, The financial statement for the Township of Wellington North s operating activities were prepared on a cash basis. The only significant adjustments made to financial summary were to accrue revenue for water and sewer user fees for the periods July to September Additionally, tax levies are reported on an accrual basis. REVENUES 2. Net Taxation: Stated YTD Actuals include final levy billing for 2017 at 75% Supplemental taxation is considerably lower than anticipated due to significant 2017 reclassification adjustments. 3. Fees and Service Charges: User fees and service charges include manual accrual adjustment for Sewer and Water revenue in both 2016 and 2017, due to significance of amount. To date, Building permits and dog licences are over annual budget amounts, by $25K and $31K respectively. 4. Grants and Subsidies: Grant revenue and revenue received from other municipalities will remain slightly over budget amounts for Some grants received in 2016 were deferred to 2017 revenue, in accordance with generally accepted accounting principles. The Township has not received any grants to date for drainage work, and it is anticipated that year end accruals will be required to recognize this revenue. 5. Transfers from Reserves and Reserve Funds: 2017 is the first year to recognize development charge revenue in operating. Most of this revenue is to help fund existing growth related long-term debt obligations as identified in the Township s 2013 Development Charge Study. 6. Penalties and Interest on Taxation: Revenue on past due accounts remain down in 2017 due to reduction in outstanding receivables and will likely close the year below budgeted amount. 7. Miscellaneous: revenues are expected to be lower than anticipated for Investment Income: Interest revenue reported is to Aug 31, With the upward movements of the Bank of Canada overnight rate, it is expected that interest earned over the last half of 2017 will be considerably higher than projected. 9. Rents, Concessions and Franchises: Variance of budget to YTD is due to seasonal fluctuations in recreation activities. 10. Donations: Majority of donations were received for WL trails ($15K including 2016 deferred revenue) and Damascus community centre ($5K). EXPENSES No manual accrual adjustments were made for operating expenses incurred to September 30 th. Insurance premiums are recorded at 100% of annual costs ($178K) and were not adjusted for prepayment. 11. Council: Expenses are under budget to date predominantly in the areas of conferences & training and associated costs. 12. Administration: Actuals are close to YTD targets.

34 13. Property: Some savings have been found through reduction of hydro costs Fire Services: Mount Forest and Arthur fire halls are operating just under YTD targets. VFF remuneration at 50% ($108K) of annual cost due to biannual payment cycle. 15. Policing and Crossing Guard Services: Actuals are on target. 16. Conservation Authority: Variance (over budget) due to prepayment of expenses. 17. Protective Inspections & Control: Expenditures are on target. 18. Canine control: Dog licence expenses are $17K over budget due to an unbudgeted initiative that resulted in additional revenues (also not budgeted) of $31K 19. Property Standards: Expenditures are on target 20. Roads: Most of variance due to seasonal fluctuations and accruals; currently under budget and consistent with prior year during same period. 21. Street Lighting: Annual savings will be realized as result of decrease in hydro costs. 22. Rural Water: Wages under budget. 23. Cemetery: Maintenance activity during 2017 consistent with Recreation: Variance partly due to timing of seasonal fluctuations, lower utilities and timing of debenture payments. 25. Planning: Actuals are on target. 26. Economic Development: On target 27. Municipal Drains: Seasonal fluctuations 4 th quarter to capture second half of seasonal expenditures. 28. Sanitary Sewers: On target. 29. Water Works: Overall, expenditures are down year-over-year and budget to actual, notably in the areas of source water protection, well maintenance, materials / supplies, and consulting / engineering. Annual savings are anticipated.

35 Sideroad 7 W, PO Box 125, Kenilworth, ON N0G 2E FAX TO: MAYOR AND MEMBERS OF COUNCIL MEETING OF OCTOBER 23, 2017 FROM: DEREK McCAUGHAN, INTERIM DIRECTOR OF PUBLIC WORKS SUBJECT: Report PW MTO Connecting Link Program Application RECOMMENDATION THAT Report PW being a report on the 2018 MTO Connecting Link Program Application be received; AND FURTHER THAT the Council of the Township of Wellington North direct staff to submit application to the MTO s Connecting Link Program for the resurfacing of George/Smith Street, from the Conestoga River bridge to Connestoga Drive in Arthur and Queen Street West from Dublin Street to Sligo Road in Mt. Forest; AND FURTHER THAT the Council of the Township of Wellington North direct that $269,000.00, the Township s share of the 2018 Connecting Link Program, be included as appropriate in the 2018 Capital Budget. PREVIOUS REPORTS PERTINENT TO THIS MATTER Report PW BACKGROUND Further to Council direction received after consideration of Report PW 025, staff and our consultant B.M.Ross & Associates Ltd.(BMROSS), met with MTO representatives on Thursday, October 12 th to discuss the eligibility of the proposed scope for each candidate project. The projects selected by Council: (1) George/Smith Street, from the Conestoga

36 River bridge to Connestoga Drive in Arthur and (2) Queen Street West from Dublin Street to Sligo Road in Mt. Forest, were reviewed on site. Ministry staff indicated they were both good candidates for the Connecting Link Program and offered suggestions that increased the scope of each project. All suggestions would be eligible for up to 90% funding. Attachment 1 highlights the originally proposed scope for each project as contained in report PW with the additional scope changes suggested by the MTO highlighted. BMRoss is now completing the application form and supporting documentation for each program as per the MTO guidelines. A resolution of Council explicitly authorizing their submission is a requirement of the ministry guidelines. Applications are due by no later than November 3 rd, FINANCIAL CONSIDERATIONS 037 Attachment 2 provides the original high level estimates provided to Council at its meeting on October 10 th and revised estimates which reflect scope changes resulting from our dialogue with Ministry staff. The total cost to undertake both projects is estimated at $2,690, With application to the Ministry, the Township is committing to provide it s share of the projects if the applications are accepted. This requires a commitment from Council to set aside $269, within the 2018 Budget. A resolution to that effect has been provided. As indicated in report PW , with Council approval to submit these applications, staff will commence with investigative camera work to determine whether any underground sanitary/storm sewer repairs are required. If so, a budgetary package to effect repair will be tabled as part of the 2018 Operating/Capital budget as appropriate. The funding to undertake the investigative work is available within the 2017 Council approved budget. STRATEGIC PLAN Do the report s recommendations advance the Strategy s implementation? X Yes No N/A Which pillars does this report support? X Community Growth Plan Human Resource Plan Community Service Review Corporate Communication Plan 2

37 Brand and Identity Strategic Partnerships Positive Healthy Work Environment 038 The Township s connecting link assets are an important part of the local transportation infrastructure in both Arthur and Mount Forest. The local provincial highways, and subsequent connecting links, provide valuable transportation cooridors for commerce. PREPARED BY: RECOMMENDED BY: Derek McCaughan Michael Givens, CAO DEREK McCAUGHAN Schedule INTERIM A DIRECTOR BM Ross OF Letter PUBLIC WORKS MICHAEL GIVENS CHIEF ADMINISTRATIVE OFFICER Attachments (2)

38 Attachment 1. Proposed Scope of Work 039 Project 1: George Street & Smith Street, Conestoga River bridge to Conestoga Street Proposed scope of work: No buried infrastructure replacement or repairs. Some curb repairs with adjacent sidewalk panel replacements. Sewer structure adjustments (Note: some CBs and adjacent curbs were recently rebuilt). Full depth and width (12.5 to 13.5m) asphalt removal and replacement (including parking lanes; 3 lifts; 140mm asphalt depth). Line painting. Some minor miscellaneous asphalt removal and replacement. Traffic signal improvements, in particular burying of overhead wiring to improve safety and reliability (i.e. eliminate susceptibility to wind or ice storm damages; replace the badly damaged pole at Charles Street; incidental repairs/upgrades) Scope Changes No significant scope changes proposed. Minor quantity and unit price adjustments were made. Project 2: Queen Street, Sligo Road to Dublin Street Proposed scope of work: General (where applicable): No new and no buried infrastructure replacement or repairs. Sewer structure adjustments. Line painting. Pavement coring, to establish existing asphalt depths for tendering purposes Within the rural section (Sligo Road to 85m west of Cork Street): The assumed highway west of Sligo is 8.1m paved width (3.75m lanes + 0.3m partial paved shoulder) + 2.5m gravel shoulder. It is assumed this configuration would now continue into the rural portion of the Connecting Link. Full depth and width asphalt removal and replacement (140mm depth assumed) Paved shoulder radii at the Sligo Road and Durham Street intersections (i.e. due to vehicle turning movements). Regrading and paving driveway entrances. Regrading of gravel shoulders and ditches/swales, including restoration. Driveway culvert replacements and restoration of drives, within the rural section. Within the urban section (85m west of Cork Street to Dublin Street): Full depth (90mm, as a holding strategy) and width (8.5m) asphalt removal and replacement. Some curb repairs. Some miscellaneous asphalt removal and replacement 4

39 040 Scope Changes Extension of urban section (curbing) from 85m west of Cork Street to Durham Street (both sides) Extension south curbline to the west limit of the existing sidewalk, approximately 290m west of Durham Steet Installation of Catchbasins and laterals to service the new urban section, connecting to the existing storm sewer. Installation of subdrain west of the existing urban section Paved shoulder on the north side from Durham Street across the four industrial driveways

40 041 Attachment 2: Estimated Costs by Project Total Cost MTO Share (90%) Township Share (10%) George/Smith Street Original Estimate $1,340,500 $1,206,450 $134,050 Revised Estimate $1,400,000 $1,260,000 $140,000 Queen Street Original Estimate $1,013,000 $ 911,700 $101,300 Revised Estimate $1,290,000 $1,161,000 $269,000 Total Project Cost $2,690,000 $2,421,000 $269,000 6

41 Sideroad 7 W, PO Box 125, Kenilworth, ON N0G 2E FAX TO: MAYOR AND MEMBERS OF COUNCIL MEETING OF OCTOBER 23, 2017 FROM: DEREK McCAUGHAN, INTERIM DIRECTOR OF PUBLIC WORKS SUBJECT: Report PW Parkside Drive RECOMMENDATION THAT Report PW being a report on Parkside Drive be received; AND FURTHER THAT the Council of the Township of Wellington North direct staff to table a bylaw that will prohibit heavy trucks in both directions on Parkside Road; N/A PREVIOUS REPORTS PERTINENT TO THIS MATTER BACKGROUND Council recently received correspondence regarding concern about the volume of traffic, speeding, truck traffic and short-cutting occurring on Parkside Drive. Traffic data consisting of volume, speed and vehicle classification was collected over a 24 hour period on October 5 th on Parkside Drive between Main Street and Queen Street. Parkside Drive is considered a local street and has mixed land use including residences, a school, a church and municipal properties. The data collected is summarized below: Northbound Southbound Total Total Volume Peak Volume 20 (3:00 p.m.- 3:15p.m.) 16 (5:45p.m. -6:00p.m.) Ave Speed 40 km/h 40 km/h 40 km/h 85 th percentile speed km/h km/h Volume > 60 km/h Volume of Trucks 14 + (3.2%) 8 # (1.8%) 22 (2.5%) Average Headway* 42.9 seconds 52.9 seconds

42 *defined as duration of time (gap) between vehicles i.e. pedestrian crossing opportunities + includes 5 school buses and 1 tractor trailer # includes 5 school buses and 4 tractor trailers 043 Overall, the data collected is typical of a local street. While 11 (1.2%) motorists were travelling between 60km/h and 79 km/h (highest speed recorded), the overall observed speeds are well within the 50km/h speed limit. Pedestrian crossing opportunities to safely cross the roadway appear more than adequate assuming basic traffic safety rules (look both ways) are exercised. Under usual circumstance, truck activity on a local street is limited to neighbourhood delivery activity. However, based upon data collected and anecdotal observation by staff, it would appear Parkside Drive is being used by a number of truck drivers to circumvent the traffic signals at the intersection of Main Street and Queen Street. Staff recommend Council implement a truck prohibition in both directions to curtail the current level of truck activity. It is significant to note a truck prohibition does not apply to trucks making deliveries to the properties on Parkside Drive or intersecting local streets. FINANCIAL CONSIDERATIONS The cost to implement a truck prohibiton on Parkside Drive is estimated at approximately $ This amount is available within the Council approved 2017 Operating Budget. STRATEGIC PLAN Do the report s recommendations advance the Strategy s implementation? X Yes No N/A Which pillars does this report support? Community Growth Plan Human Resource Plan Brand and Identity Strategic Partnerships Community Service Review Corporate Communication Plan Positive Healthy Work Environment Managing traffic as the Township experiences growth is an important municipal function. PREPARED BY: RECOMMENDED BY: Derek McCaughan Michael Givens, CAO DEREK McCAUGHAN INTERIM DIRECTOR OF PUBLIC WORKS MICHAEL GIVENS CHIEF ADMINISTRATIVE OFFICER 2

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